STAFF TRAVEL AND EXPENSES GOVERNANCE POLICY

Governance Policy 520 STAFF TRAVEL AND EXPENSES GOVERNANCE POLICY CONTENTS 1.0 PRINCIPLES 2.0 POLICY FRAMEWORK 3.0 AUTHORIZATION 1.0 PRINCIPLES The South Shore Regional School Board (SSRSB) recognizes its responsibility to reimburse staff members for expenses incurred while traveling to and/or attending functions, meetings, conferences, professional development and job related School Board business. 2.0 POLICY FRAMEWORK This policy complies with the Education Act and other related provincial acts and policies. 3.0 AUTHORIZATION The Superintendent is authorized to issue procedures in support of this policy. GOVERNANCE POLICY 520: STAFF TRAVEL AND EXPENSES Page 1 of 1

STAFF TRAVEL AND EXPENSES ADMINISTRATIVE PROCEDURES CONTENTS 1.0 PROCEDURES 2.0 MEAL ALLOWANCES 3.0 EXPENSES NOT ELIGIBLE FOR REIMBURSEMENT BY THE SCHOOL BOARD 4.0 LODGING AND ASSOCIATED EXPENSES 5.0 PARKING FEES 6.0 TRAVEL EXPENSES 7.0 RENTAL EXPENSES 8.0 EXPENSE CLAIM FORM 9.0 CREDIT CARDS 10.0 FORMS 11.0 RESPONSIBILITIES 1.0 PROCEDURES 1.1. Expenses associated with the following activities will qualify for reimbursement: 1.1.1. Meetings called or authorized by senior administrators. 1.1.2. In-services, seminars, program planning/evaluation meetings, visits to schools, conferences, and meetings with the Nova Scotia Department of Education and Early Childhood Development or other external agencies. 1.1.3. Meetings of the School Board or any of its committees where the presence of the employee has been specifically requested by the Superintendent of Schools, a Director, or the Board Chair. 1.1.4. Meetings of school community organizations where the presence of the employee has been specifically requested by the Superintendent of Schools, or a Director. 1.1.5. Travel and expenses which are sanctioned through the provisions of specific job descriptions. 1.2. Provisions of a legally binding agreement will prevail insofar as they are applicable to staff travel. 1.3. Staff members who have been issued a Board credit card may use it to pay for travel and expenses related to Board business. 1.4. All other staff members shall pay travel and expenses related to Board business themselves and submit an expense claim for reimbursement. 1.5. If the staff member prefers, accommodations, conference registrations, memberships and vehicle rentals can be direct billed to the SSRSB. ADMINISTRATIVE PROCEDURES 520: STAFF TRAVEL AND EXPENSES Page 1 of 6

1.6. Expense claims will be reimbursed by direct deposit in a timely manner on the next scheduled payment date, if submitted to Accounts Payable by the appropriate date. 2.0 MEAL ALLOWANCES 2.1. The maximum amounts that can be claimed for meals (without a receipt) are the amounts specified below: 2.1.1. Breakfast: $10 2.1.2. Lunch: $15 2.1.3. Dinner: $20 2.2. Claims are to include the meal cost, taxes and gratuities. 2.3. Actual and reasonable expenses may be reimbursed when staff members are placed in situations where a meal is above the per diem rate. In such cases itemized original receipts are to be attached to the claim form. Gratuities shall not exceed 15% of the total meal cost. 2.4. Except for working business meals with business associates or other Board staff, meal expenses within the School Board boundaries will not normally be authorized. 2.5. When a staff member has purchased a meal for another employee or a business associate, the staff member must submit an itemized original receipt identifying all attendees. 2.6. The cost of breakfast may only be claimed when the employee has been traveling on Board business overnight or traveling for more than one hour before the recognized time for the start of the day s work. 2.7. The cost of the evening meal may only be claimed when the employee is traveling on Board business and is not expected to return to his/her residence for more than two hours after the recognized time for the end of the day s work. 3.0 EXPENSES NOT ELIGIBLE FOR REIMBURSEMENT BY THE SCHOOL BOARD 3.1. The following expenses are not eligible for reimbursement by the School board: 3.1.1. Meals that are provided or included in a conference registration fee 3.1.2. Meals that are provided or included in a meeting 3.1.3. Alcohol beverages 3.1.4. Mini bar sundries 3.1.5. Movie rentals 3.1.6. Dry cleaning 3.1.7. Personal calls 3.1.8. Parking fines, traffic violations, or towing expenses 3.1.9. Gratuities may not be claimed in addition to the per diem rate, as they are provided for in the per diem allowances 3.1.10. Kilometrage not related to School Board business 3.1.11. Any other personal expenses not listed above ADMINISTRATIVE PROCEDURES 520: STAFF TRAVEL AND EXPENSES Page 2 of 6

3.1.12. Any other expenses not deemed reasonable 4.0 LODGING AND ASSOCIATED EXPENSES 4.1. While travelling on Board business, due regard must be given to frugality/economy when booking accommodations. The use of luxury accommodation is not permitted and will not be reimbursed. When planning trips, staff members should normally stay at establishments offering preferred discount rates. It is the responsibility of the staff member to identify himself/herself as a School Board staff member in order to ensure that the preferred rate for commercial accommodation is provided. 4.2. Cancellations and Guaranteed Reservations 4.2.1. When travel plans change and the accommodation will not be required, the staff member shall ensure that reservations are cancelled directly with the commercial establishment(s). Proof of cancellation shall be obtained (i.e.: cancellation number and agent s name). 4.3. Private Accommodation 4.3.1. Where a staff member is required to be away overnight on Board business and he/she uses private accommodation, the staff member may be reimbursed to a maximum of $25 per night. Private accommodation is not an establishment that is in the business of providing daily lodging to the public. 4.4. Hotel Charges 4.4.1. It is the staff member s responsibility to review the hotel charges and to question charges that were not authorized, or where the amount is incorrect. Expenses that may be claimed include: 4.4.1.1. Room rental 4.4.1.2. Parking fees 4.4.1.3. Internet fees 5.0 PARKING FEES 5.1. Staff members may claim parking fees for short-term parking when on Board business, overnight parking when not provided with accommodation, and parking at an airport or other transportation terminal (if it is less costly than access via bus or taxi). 5.2. Staff members will use free parking, when available and metered parking in preference to lot parking if the expected duration of parking is within the time permitted. Fines for overtime parking are not an allowable expense. 6.0 TRAVEL EXPENSES 6.1. Effective April 1 of each year the kilometerage rate will follow the provincial rate for all thresholds, and will be automatically implemented when the provincial rate is changed, without Board approval. The following thresholds apply: ADMINISTRATIVE PROCEDURES 520: STAFF TRAVEL AND EXPENSES Page 3 of 6

Kilometres Driven Rate 0 16,000 km As per the provincial rate 16,000.1 + km As per the provincial rate Staff members must submit an expense claim form for kilometerage related to use of their personal vehicle for Board business. 6.2. When staff members are travelling to the same location for the same time period, they should car pool instead of taking more than one vehicle. 6.3. Staff members using their privately owned vehicle must maintain adequate automobile insurance coverage, a valid driver s license and car registration. 6.4. The School Board assumes no financial responsibility for the payment of insurance premiums. 6.5. The School Board assumes no responsibility for the deductible amounts related to comprehensive or collision coverage. 6.6. The School Board assumes no responsibility for damages to the staff member s vehicle while on School Board business. 6.7. All receipts must be attached to the expense claim form showing the detail of what was purchased, and that payment was made (per diem meal claims is an exception). For example, on-line purchases, such as airfare must include the invoice detail and must show that payment was made by including the credit card receipt or statement. 6.8. Claims for such items as airline flights, train travel, etc. must include the itinerary with the staff member s name, dates of travel, purpose of travel, to and from, etc. 6.9. All travel outside of Canada must receive prior approval from the Superintendent (or designate) before any travel arrangements can be made. 6.10. Amounts can be claimed for: 6.10.1. Taxi Fares receipts required in excess of $15 6.10.2. Toll Fees (such as ferries, toll highways, etc.) receipts required in excess of $15 6.11. Employees who use their own vehicle on the employer s business shall be paid at the Board rate for kilometrage over and above those kilometers they normally incur to travel from and to their residence and their base work location. Kilometers will be calculated using the most direct or expeditious route. Examples include: 6.11.1. If an employee travels a total of 150 kilometers in a day, of which 30 kilometers is the distance to and from home (15 kilometers each way), they would be entitled to be compensated for 120 kilometers (as long as this is all related to the employer s business and it is the most direct or expeditious route). ADMINISTRATIVE PROCEDURES 520: STAFF TRAVEL AND EXPENSES Page 4 of 6

6.11.2. If the same employee goes to their base work location in the morning and later that day travels 50 kilometers to a business meeting and returns to work later that day but decides to take a scenic route (during their lunch hour) that requires a trip of 65 kilometers, they would be entitled to be compensated for 100 kilometers (as the return trip was not the most direct or expeditious route). 6.11.3. If the same employee goes to their base work location in the morning and later that day travels 10 kilometers to a business meeting and then leaves that meeting and travels 8 kilometers to home at the end of the day, they would be entitled to be compensated for 3 kilometers. 7.0 RENTAL VEHICLES 7.1. Travel using a rental vehicle shall be encouraged and authorized when, in the opinion of the employee s supervisor, this method is practical, economical and safe (depending on weather conditions). 7.2. Any fuel charges for the rental vehicle may be paid for using a Board issued credit card, or the staff member shall pay it and submit an Expense Claim Form for reimbursement. The itemized receipt is to be attached to the claim. 7.3. Where reasonable and practical, compact-sized vehicles shall be rented. Full-size or specialty vehicles may be used only when warranted by: 7.3.1. The number of passengers to be carried. 7.3.2. The bulk or the weight of the goods to be transported. 7.3.3. An extenuating circumstance, such as hazardous weather conditions. 7.4. Vehicles that are rented should be returned to same rental location that they were rented from. If for some reason the vehicle cannot be returned to the same rental location, drop-off charges shall not be reimbursed unless preauthorized by the staff member s supervisor. 8.0 EXPENSE CLAIM FORM 8.1. Before a staff member submits an expense claim form to their supervisor for approval, the following must be verified by the staff member: 8.1.1. All calculations are accurate and complete. 8.1.2. Complete name, address, vendor number, base location, position and reason. 8.1.3. The correct accounts (GL, Cost Center, and Internal Order Number) are assigned. 8.1.4. The correct vendor number is included on the claim (this is on the electronic expense claim form or may be obtained from accounts payable staff). 8.1.5. All original itemized receipts are attached. 8.1.6. The claim has been signed and dated by the staff member. 8.2. Expense claims could be returned to the staff member for being incomplete, for example: calculation errors, no signatures, no account information, etc. 8.3. When and where to submit claims: ADMINISTRATIVE PROCEDURES 520: STAFF TRAVEL AND EXPENSES Page 5 of 6

8.3.1. Expenses incurred by a staff member for School Board business must be submitted on an expense claim form and submitted to the staff member s supervisor. 8.3.2. The supervisor is responsible to review the claim and ensure it complies with this policy. If in accordance with this policy the supervisor shall approve it by signing it and will then forward it to the Department. 8.3.3. Only original expense claims will be accepted. Faxed or scanned forms will not be accepted for processing. 8.3.4. Staff members are to submit their expense claim forms on a monthly basis to their immediate supervisor. 8.4. The Director of shall bring identified issues relating to staff member s expense claims to the attention of the supervisor who approved the claim or to Senior Management for resolution. 8.5. At year-end all expenses must be submitted (with receipts) with a deadline of the 2nd Friday of April as the last day of submission for the previous fiscal year. Claims made after this date for previous fiscal year s expenses may not be accepted. 9.0 CREDIT CARDS 9.1. Staff members who have been issued a Board credit card shall provide Accounts Payable staff within 7 business days of the card statement date: 9.1.1. The credit card statement with original receipts attached for all charges, and 9.1.2. Each original receipt will provide details of what the expenditure was for, and 9.1.3. Each receipt will be coded to the proper ledger account, and 9.1.4. Each receipt will be signed by the appropriate budget manager, and 9.1.5. Each receipt related to a staff member s travel expenses shall be signed by their supervisor. 9.2. If the card holder or budget manager cannot provide original detailed receipts, the Director of shall take steps to recover these funds. 10.0 FORMS 10.1. SSRSB travel related forms will be updated as required by the Director of. The following items can be found in the Zimbra briefcase folder named Forms: 10.1.1. Employee Expense Claim Form 10.1.2. Hotel Room Authorization Form (If the room is to be direct billed to the School Board this must be faxed or e-mailed to the hotel and the Department) 10.1.3. Vehicle Rental Form (If the vehicle is to be direct billed to the School Board this must be faxed or e-mailed to the rental company and the Department) 11.0 RESPONSIBILITIES It shall be the responsibility of the Superintendent to ensure these administrative procedures are followed. ADMINISTRATIVE PROCEDURES 520: STAFF TRAVEL AND EXPENSES Page 6 of 6